Administrative Assistant

NTU International A/S; Roma; In loco; EUR 15.000 - 23.000; Tempo pieno

Descrizione del lavoro

NTU International is seeking an Administrative Assistant for the Security and Information Management Division to support a busy office environment in Warsaw, Poland. The role involves calendar management, drafting notes and letters, and assisting with meetings and documentation.

Employment is via our Polish partner, Staff Partners, and the position is based in Warsaw with eligibility limited to EU citizenship.

Competenze

• 1+ year of relevant professional experience.
• Very good MS Office skills.
• Strong organisational and communication skills.
• Experience with EU institutions/agencies or multinational environments is an advantage.

Mansioni

• Agenda and calendar management.
• Support in daily organisation of work and tasks.
• Coordinate online and physical meetings; draft minutes and prepare materials.
• Draft notes and letters; assist in team contributions.
• Prepare and update statistical data (tables, graphs, charts).
• Organise workflow and archiving of documentation.
• Draft notes, letters, reports, emails and follow-ups.
• Data entry and monitoring of electronic databases.
• Review and prep docs attached to claims, invoices, payments.
• Monitor functional mailboxes and communications with internal/external parties.
• Perform basic administrative tasks such as copying and scanning.
• Create projects and intranet sites/repositories.
• Assist PMO horizontal activities as competency allows.

Conoscenze

MS Office

Organisational skills

Communication skills

EU institution experience

Strumenti

Office tools

Descrizione del lavoro

NTU International is a framework contractor to Frontex – the European Border and Coast Guard Agency – for the provision of interim staff services. Together with our local recruitment and employment partner in Poland, we are continuously expanding our pool of professionals for assignments supporting Frontex in Warsaw.

We are looking for candidates for Administrative Assistant role in the Security and Information Management Division.

Key Conditions:

Location: Warsaw, Poland

Employment: employment contract through our Polish employment partner, Staff Partners

Working arrangement: Warsaw-based

Eligibility: citizenship of an EU Member State

Experience:

• At least 1 year of relevant professional experience
• Very good MS Office skills
• Strong organisational and communication skills
• Experience with EU institutions/agencies, international organisations or multinational environments is an advantage

Responsibilities:

• Agenda and calendar management
• Supporting in the daily organisation of work and tasking
• Supporting the organisation of online and physical meetings (including drafting minutes, preparing materials and presentations)
• Assisting in preparation and follow up of correspondence such as drafting notes and letters.
• Supporting the finalisation of the team’s contributions
• Preparing and updating statistical data (tables, graphs, and charts)
• Organisation the workflow and archiving of documentation.
• Drafting notes, letters, reports, e-mails and follow ups on documents.
• Carrying out data entry and support the administration and monitoring of electronic databases.
• Supporting in the review and preparation of documentation attached to claims, invoices, and requests for payments.
• Monitoring functional mailboxes and communicate with internal and external parties.
• Performing basic administrative tasks as copying, scanning, etc.
• Creation of projects and office intranet sites and repositories.
• Assists and contributes to Project Management Office horizontal activities, up to the individual’s level of competency.

Applications may be considered for current and future assignments. Due to the volume of applications, only shortlisted candidates will be contacted.